🔄 Linen Matching (receiving clean back)
Your side of the laundry hand-off: see what is out, and receive the clean linen onto the shelf.
The Linen Matching page is your (the property company’s) side of the hand-off with each laundry. It has one tab per laundry. The laundry’s own steps — counting what it received and choosing what to send back — live on the separate Laundry Counts page (the next section). Both pages keep the same tabs at the top.
What is on this page
- Sent to [laundry] — awaiting their count — a read-only list of the dirty bags you have sent that the laundry has not yet counted. (The laundry counts these on the Laundry Counts page.)
- Clean linen coming back from [laundry] — the clean returns the laundry has recorded. This is where you receive them.
- Confirmed by [laundry] and History — clean returns at the bottom, for reference.
Note One property group at a time — a group is like its own tenant. If you use property groups, the board also has a group tab at the top. Each group tab shows only that group’s hand-offs — two groups (say SLM and Mellieħa) never appear on the same list, and each laundry’s red badge counts only the active group. A single laundry that handles more than one group sends each group back as its own return card, counted and approved on its own group’s tab, so a laundry never mixes two groups’ linen. Total shows everything; the Default tab shows anything not yet placed in a group.
Receiving clean linen onto the shelf
- Open Linen Matching and pick the laundry’s tab (and, with property groups, the group tab). A red number flags returns waiting for you.
- Under Clean linen coming back, each return lists what the laundry says it sent. Fill in per item, left to right: Arrived (how many physically turned up); a Still Dirty box when hard wash is switched on (arrived but not clean); and Damaged (arrived but worn out / torn). Damaged and Still Dirty can never together exceed Arrived.
- Click ✓ Approve → On Shelf. Only Arrived − Still Dirty − Damaged goes to On Shelf (clean, ready to pack). Damaged pieces are sorted out and taken out of circulation — recorded as a damaged loss in Shrinkage, never returned to the shelf. Still Dirty pieces are packed into a new 🔥 Hard Wash bag on the separate Hardwash Queue to allocate and re-send. Anything sent but not arrived is logged as a loss (lost in transit) — so nothing goes unaccounted for. If what arrived does not match what the laundry says it sent, add a short note and click Dispute instead: exactly like a disputed count on Laundry Counts, it is a flag only that moves no stock — the pieces stay coming back / in transit until you resolve it and Approve. There is no “discard”, so linen can never vanish from the system.
Undo an approval (Reopen a clean return)
Approved a return by mistake — clicked ✓ Approve → On Shelf on the wrong row, or approved it without counting when you meant to check it first? You can undo the approval in one click. It puts everything back to exactly how it was before you approved: the pieces return to coming back / in transit and the On Shelf count drops back by what that approval had added. Nothing is created and nothing is lost.
- On Linen Matching, pick the laundry’s tab and scroll down to the History — clean returns panel (it lists the returns you’ve already approved but not yet billed).
- Find the return you approved by mistake and click the ↩ Reopen button on its row.
- Confirm the prompt. The return moves back up to Clean linen coming back as if it had never been approved — ready for you to count and approve again correctly (or to cancel).
This works whether the approval happened today or in the past — including approvals made before this button existed. And it’s safe: it only ever removes the exact pieces that approval added, so your stock can never be thrown off.
Note **When Reopen is *not* offered (and what to do instead). The one-click undo is deliberately limited to a return you accepted exactly as the laundry sent it — no count changed. A row won’t show ↩ Reopen, or will politely refuse, if: (a) you actually counted something on it (marked pieces Damaged or Still Dirty) — that already booked a loss or made a re-wash bag, so correct it in the Linen Vault (write the pieces back on, or adjust On Shelf) rather than here; (b) the return has already been billed on a laundry invoice — handle it on the invoice first; (c) some of those pieces have since been packed out or issued, so undoing would push On Shelf below zero; or (d) an older return can’t be told apart from another identical one at the same laundry — in that rare case, correct On Shelf with a Vault adjustment**. In every one of these cases nothing is changed until you act deliberately elsewhere, so linen can never go missing.
Note Still-dirty re-wash (Hard Wash): the Still Dirty pieces you count on a return collect on a separate Hardwash Queue (its own menu item) — where you allocate them across your laundries and Send for hard wash, billed at the hard-wash price from the Pricing page (never below the normal price) and carrying a prominent 🔥 HARD WASH badge on Laundry Counts. The normal Dirty Queue only ever sends at the normal wash price — hard wash is always the re-wash of still-dirty linen on the Hardwash Queue.
Note Returns from a hard wash have no “Still Dirty”. The Still-Dirty column only appears on a normal-wash return. When a load comes back from a hard wash — the most intensive wash there is — there is nothing left to re-wash, so that return is sorted into just Arrived (what came back clean → On Shelf) and Damaged. It can never be sent round for another wash.
Note History — clean returns shows two counts: On shelf and Billed. *On shelf* is what came back clean and was put on the shelf. *Billed* is every piece the laundry washed — clean + still-dirty + damaged — because the still-dirty and damaged are only sorted out *after* washing, so the laundry still charges for them. That is why Billed can be higher than On shelf, and it is the count that matches the Laundry Invoices and Invoice Approvals pages — the same figure everywhere, so nothing looks inconsistent.
Note The five-step loop: (1) the Dirty Queue counts a bag and (2) sends it to a laundry; (3) on Laundry Counts the laundry confirms its count and (4) records what it is sending back clean — which leaves At Laundries straight away and shows as Coming back on the Vault; (5) here, you receive it and it moves On Shelf.